At Kirklees Music Therapy, we use music therapy to provide therapeutic care to those living in Kirklees and surrounding areas. We provide our services through community centres, schools and homes. We are also a Data Controller, registered with the Information Commissioner’s Office, Registration Number: ZB860764

Overview of this policy

Your personal information (such as your name and contact details) is protected by UK data laws, including the UK GDPR, Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003. At Kirklees Music Therapy, we value your privacy and only collect data we need for our work. We aim to understand our supporters better to enhance their experience, improve services, and enrich lives. We do not sell or share your details with other organisations for marketing. This policy, last updated in February 2025, explains how we collect, use, and protect your data. If we make significant changes, we will notify you via our website or directly. Please review this policy regularly before sharing personal data with us.

Why we collect and use personal data

We collect personal data to help us to process your requests, keep in touch with you, to help us to interact with you in the most effective way and to run our services. 

Examples of why we process your personal data include:

• To deliver and administer music therapy in our centres and through our partners

• To monitor and support the quality of music therapy delivered by our therapists

• To provide services or information you have requested

• To keep notes of conversations that you have with our team, as a reference if you want to revisit the conversation later

• To notify you of changes to our policies when these affect you

• If we need to do so to comply with a law, process or regulatory requirement

• To check with you on how you want us to contact you, and record these preferences

• To ensure that content from our website is presented in the most effective way for you and your computer

• To help us publicise the work that we do

• To keep you updated on our work and the impact

• To process donations or other payments, and verify financial transactions to protect you from fraud

The information we collect

The personal data that we collect about you will be based on how you interact with us, but we collect the following information from many of our supporters:

• Your name

• Your postal and email addresses

• Your telephone number or numbers

• Your date of birth (e.g. if you receive therapy from us or study on one of our degree courses)

• Recordings made during music therapy sessions

• Details of any correspondence that we have had with you. How you would like to hear from us, and when you told us this

• Events that you have taken part in or enquired about.

There is also other information that we may collect and hold in specific circumstances. For example:

• Your bank account details if you set up a direct debit with us or credit card details if used for donations

• Health information that you or your health specialist may give us as part of a referral for music therapy

Our legal basis for processing your information

We carefully consider the reasons for processing your personal data and ensure we have a valid legal basis to do so. Typically, this will be because you’ve given us consent to hold and use yourinformation. We may also process your data based on our legitimate interests as a music therapy provider, provided this does not unduly affect your rights and freedoms.

You have the right to object to processing based on legitimate interests. If you wish to withdraw consent or stop us from processing your data on this basis, please contact us.

In some cases, we are required by law to process your data, and we will comply with any legal obligations. We may also process your data when necessary to fulfill a contract with you, or during the process of forming such a contract.

How we use your data if you’re accessing our music services

We typically collect data directly from you, a next of kin, legal guardian, or someone with power of attorney when you or someone you care for is referred for music therapy. We’ll always explain why we’re requesting information and give you a choice about how we communicate with you.

The music therapist will need some details to ensure safe and appropriate service delivery. We use your personal data to:

• Help determine the right services for you (e.g., individual sessions or group work)

• Provide tailored services

• Keep your contact details up to date

• Ensure the services are safe and effective

• Coordinate with other caregivers or support services involved in your life.

Is my personal data confidential?

Personal data is kept confidential and is not disclosed inside or outside Kirklees Music therapy without your agreement or a lawful reason. One such reason might be to assist the emergency services if someone is severely unwell or in danger. Another reason might be to help police in preventing or detecting a crime.

Can I access my personal data?

You have the right to see or obtain copies of your personal data held by Kirklees Music Therapy. You may wish to ask us to update or correct certain details. If you wish to make an enquiry about your personal data, please write to us at:

Amy Hall

27 Cumberworth Road

Skelmanthorpe

HD8 9AB

Or email: amy.hall@kirkleesmusictherapy.co.uk

Can I ask for my data to be deleted?

You can ask for us to delete all information we hold on you at any time by contacting Kirklees Music therapy. You should however be aware that we would no longer be able to provide a service for you if we are unable to hold your information.

Will my personal data be used for public purposes such as fundraising, marketing and external teaching and conferences?

We would only use information about you including photos and videos if you have given explicit, additional consent forthis in writing to us. We will also check with you if there are any exceptions such as not wanting your image on social media or only certain images being used. You can withdraw your consent at any time. To do so, please contact Kirklees Music Therapy.

How long will Kirklees Music Therapy keep written records about me?

We will keep written records, securely stored electronically, about your music therapy with us for seven years after you stop using our services so that the information can be used for any follow-up activity that may be needed.

Unless you have given us explicit consent for us to use any film or audio recordings of your sessions publicly, the recordings will be deleted within six months of your music therapy coming to an end.

Working with third parties to process data

At Kirklees Music Therapy, we may occasionally collaborate with third parties. It's important that you’re aware of when this occurs and who we work with.

We never sell or share your information with other organizations for marketing purposes. When we engage third-party suppliers to provide services, we ensure that contracts are in place to hold them to the same high standards of data protection, safeguarding your information with the same level of care we do.

Social media and other websites

We use social media to keep you updated on our work and may use your data for targeted marketing campaigns on platforms like Facebook and Instagram. These platforms create new audiences by matching interests, behaviours, and demographics with our existing supporters. Rest assured; we never share your personal information on social media without your consent. If permission is granted, you can request the removal of any posts.

Our website may include links to other sites of interest. However, once you leave our site via these links, we have no control over the content or privacy practices of those external sites. We are not responsible for the protection of any information you provide on them, so we recommend reviewing their privacy policies.

Where we keep your information

Kirklees Music Therapy uses Google Drive which iscertified and fully GDPR compliant. It ensures the security of your personal information with two-factor authentication and encrypted data replication across multiple servers.

Our website is hosted on Wix.com, which provides the platform for us to showcase our services. Your data may be stored through Wix’s secure servers, databases, and applications, all protected by a firewall.

Other information rights

It is important that you understand your legal rights around your personal data and how we may use it.

Right to be informed

This privacy policy ensures that you are informed about how we will process your personal data. You might also see messages on some of our forms (or otherwise when we collect personal data from you) that explain why we ask for specific pieces of information from you.

Right to rectification

If you feel that any of the information that we hold about you is incorrect, do let us know so that we can investigate.

Right to restrict processing

You can request that we restrict processing of your data, as an alternative to deleting it –this means that we will keep the data but stop processing for most purposes. You may want to exercise this right if you feel that the data is inaccurate, that our processing of it is unlawful, whilst we progress a request from you to object to processing, or if we have no further need of the data, but you require us to keep it in relation to the establishment, exercise or defence of a legal claim.

Right to data portability

You have the right to request a copy of certain personal data to have it transferred to another organisation in certain circumstances.You should know that there are some circumstances where these rights maynot apply, but where this is the case, we will always explain this to you. Please contact us if you have any questions or concerns about your rights and how we collect and use your personal data. You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO).

Cookies Policy

A cookie is a small file that asks for permission to be placed on your computer's hard drive. Once you agree, the cookie helps us analyse web traffic and notify us when you visit specific pages. It allows web applications to respond to you individually, tailoring their functions to your preferences and needs.

We use traffic log cookies to identify which pages are most visited. This helps us analyse traffic patterns and improve our website to better meet customer needs. The data we collect is used solely for statistical purposes and is deleted after analysis.

In short, cookies enhance your experience on our site by helping us understand which pages are most useful to you. They do not provide us with access to your computer or any personal information, other than what you choose to share.

You can choose to accept or decline cookies, and we’ll give you this option when you visit our website.